Import staff from a spreadsheet

From Staff Room, click Bulk import at the top of the page. It opens Batch Upload on the Staff tab.

1

Choose the Upload CSV/Excel tab. Beside the word Templates are two buttons, CSV and Excel. Click whichever your spreadsheet program prefers and you get a file with the right column headings and one example row. Don't rename or rearrange the columns. Just type your data underneath each one.

The columns are:

• first_name: required.
• last_name: required.
• email: required. The invitation goes here, and it becomes the staff member's login. Use one personal email per person; don't reuse a shared school address.
• phone: optional but recommended (used for WhatsApp notifications).
• role: required. What this person can do in edunile: Teacher, Bursar, Head Teacher or Admin Staff. Everyday words work too, like Principal, Accountant or Secretary.
• subjects: optional. For teachers, list the subjects they teach, separated by commas. For example: Mathematics, Physics. Leave blank for non-teaching staff.

School Admins can't be added from a spreadsheet, because they can manage everyone else. Invite each one on their own from Staff Room → Invite staff.

Type one staff member per row. A few things to watch out for:

• Emails must be unique across your school. Two staff can't share the same email.
• Every row needs a role. A blank role, or a word edunile doesn't recognise, is flagged before anything is sent.
• For subjects with a comma in the name (e.g. Health, Sport, and Physical Education), wrap the whole subject list in double quotes so Excel doesn't split it up. Most schools won't hit this.
• Spaces in names are fine. Mary Anne and O'Connor both work without any escaping.

Save the file when you're done. CSV format is fine; Excel .xlsx also works.

Back on the Batch Upload Staff tab, drag your file into the drop area or click it to pick the file. edunile reads it and shows you a preview of every row.

Rows with missing or wrong information are flagged: usually a missing name, email or role, or a role edunile doesn't recognise. Fix them directly in the preview, add anyone the file missed with Add row, or start again with Start over.

When every row looks right, click Import 34 records (the button counts your rows). edunile sends the invitations in the background. For 20–40 staff, this takes under a minute.

Each person gets an email inviting them to join your school on edunile. They open the link, choose their own password, and they're in, with the role from your file. If an email couldn't be delivered, the results say which row, and you can resend it from Staff Room → Invitations.

Go to Staff Room → Invitations. Anyone who hasn't accepted yet shows as Waiting to join, with Resend and Get link beside them. Get link gives you a link to send them yourself, for example on WhatsApp.

Once someone accepts, they appear in Staff Room → Directory with the role from your file. To change a role later, open the ⋮ menu on their card and choose Change role. See add staff and assign roles for what each role does.